General Circular No. 001387

To:                Heads of State Agencies and Human Resource Directors

Subject:         Instructions For Converting AM45PC Data to ISIS HR

Issue Date:     February 4, 2000

In General Circular 1366, we stated that we would be keeping you informed of all changes necessitated by the implementation of ISIS HR. As discussed in General Circular 1366, ISIS HR will replace CS02 and AM45PC in October.

General Circular 1366 primarily addressed personnel transactions. As stated in General Circular 1386, we deeply regret the problems created for you by our backlog in processing personnel transactions. We are redirecting as many resources as possible toward reducing the backlog and hope that you will see a significant improvement soon.

This memo discusses tasks, time frames and pending issues dealing with conversion of position data that currently resides in AM45PC. Data from AM45PC must be converted for ALL agencies, including both those that will be paid through ISIS HR as well as those that will be paid through other payroll systems.

To facilitate the conversion process, we have authorized programming changes that will allow all agencies that are on line for AM45PC to receive immediate approval of most position control requests at the point they are entered. To ensure the most current data is ready for conversion, agencies that are on line for AM45PC need to begin now to enter only those actions that are actually ready for immediate action. Request types that are affected by these programming changes are detailed on the attached chart.

If you are not currently on line for AM45PC, you submit requests for position actions to us on paper SF-20s and we enter these actions into AM45PC for you. We will continue to process position actions for you throughout the conversion process in the same way we always have. However, you are responsible for submitting all paper SF-20s to effect the changes described in this circular. We will advise you at a later date of process changes that may occur after October, when ISIS HR is implemented.

We have received the Data Conversion plan from the ISIS HR Project Team. The tasks and time frames noted here are consistent with the requirements of that plan.

During this time period you must establish whatever new positions (both classified and unclassified) necessary to establish a one to one ratio between people and positions. ISIS HR requires discrete position numbers for each position. The only exceptions to that requirement at this time include positions that are filled by detail to special duty, true job sharing (e.g., one position filled by two employees who each work 20 hours per week) or officially approved double incumbencies (H Requests). We are also aware that some positions that appear to have more than one incumbent are actually just awaiting entry of a pending SF-1. Additional positions do not need to be created for these situations.

We believe that the primary need for new positions will revolve around positions that are currently called "supplemental positions." As you are aware, in the past, one supplemental position (with one position number) could be used for any number of employees. That practice will no longer be possible. All existing supplemental positions must be converted to a new classified or unclassified position. Do not continue to use any existing supplemental position or position number.

Please enter or submit "A" requests to create each new position. Classified positions will be entered with the classified job title and job code currently in use. Unclassified positions will be entered with the currently assigned unclassified job title and job code. The ISIS HR Project Team will be providing agencies with lists of positions that contain multiple incumbents to assist you in completing this process.

Once new position numbers are established, you will need to move the incumbents into the positions. Please submit SF-1s to effect these movements and use action/action detail 09/901 for classified positions and action/action detail 09/957 for unclassified positions.

No actions should be entered in AM45PC until after the initial extraction and load of data into ISIS HR is complete. Scheduled completion date is March 31, 2000.

Agencies with delegated classification authority may continue to enter all request types listed on the attached chart (except "T" and "F" requests as noted). Position descriptions supporting those actions that require them, including new positions not associated with system conversion, reallocations, and updates must be submitted to Civil Service immediately upon entry of said actions. "B" requests for job corrections will require verbal approval from Glenn Balentine, Chief of Classification and Pay, prior to entry. "H" requests for double incumbencies will also continue to require a written request by letter or e-mail to Mr. Balentine (gbalentine@dscs.state.la.us) for supporting documentation.

Agencies that do not have delegated classification authority must not enter any requests that affect the allocation of positions into the AM45PC system. These include new position allocations, reallocations, updates, and job corrections. You will need to submit paper SF-20s with any position descriptions (SF-3s) submitted. Civil Service Staff will enter those requests for you upon approval or other action taken on submitted SF-3s. You may, however, enter all other request types (except title corrections and c/u indicator changes) with immediate system approval as indicated on the attached chart.

We will review and monitor allocations, reallocations, organization unit changes, updates, and other position actions via weekly report. Please be advised that any position action taken in violation of Civil Service Rules will be rescinded immediately upon discovery and notification to the agency responsible for such action.

You must continue to enter actions into AM45PC (or submit them to us) until September 14, 2000. All position data entered in AM45PC between April and September will be converted to ISIS HR. No position actions or organizational changes may be entered between September 15 and the ISIS HR "go live" date in October.

After the October "go live" date, agencies with delegated classification authority will enter all their own position data. Agencies that do not have active delegated classification authority will send any action that affects the allocation of positions to Civil Service for review and approval prior to entering those actions into ISIS HR. A separate General circular on delegated classification authority is forthcoming.

Questions about this General Circular may be addressed to Judy McGimsey (jmcgimsey@dscs.state.la.us) or Donnell Delaune (ddelaune@dscs.state.la.us) in the Classification and Pay Division at (225)342-8083. We are confident that these tasks can be accomplished through mutual cooperation among the ISIS HR Project Team, Civil Service and agencies.

The following four request types affect the allocation of positions. They may be entered by all on line agencies between 2/9/00 and 3/23/00 in order to establish a discrete position for each person. Between 4/1/00 and 9/14/00, only agencies with delegated classification authority may enter these request types. All other agencies must submit paper SF-20s to effect these actions between those dates.

The following two request types will NOT receive automatic system approval.

All remaining request types listed below may be entered by all on line agencies and will receive automatic system approval between 2/9/00 and 3/24/00 and 4/1/00 and 9/14/00.

These last two request types affect the pay rate for positions and will receive automatic system approval. To ensure that pay rates for your positions are correctly recorded, you must follow these guidelines when entering Pay Rate Change "G" (Special Entrance Rate) and Earnings Type/Amount "O" (Special Pay) requests.

The rate entered should be the approved SER for the position. DO NOT enter the employee’s actual salary. The rate entered should be a monthly amount with no decimals. For example, $2000, not $2000.00. The effective date should be the date that the SER was approved. All affected positions should have the same effective date except for those new positions established after the effective date of the SER. New positions should have an effective date that is the same as the date that the position is established.

The rate entered should be the highest rate that the agency is using. For example, if Civil Service has approved a flexible rate of up to $2500 for a job, but your agency has chosen to only use $2000, you should enter $2000. The effective date entered should be the effective date of the SER or the effective date that your agency has chosen to use. All affected positions should have the same effective date except for those new positions established after the effective date of the SER. New positions should have an effective date that is the same as the date that the position is established.

You should enter the three letter code (i.e., SPH for Special Pay Hourly, SH2 for Shift 2, etc) and then the amount of Special Pay. Remember that the fifth field is reserved for Base Supplement only.

If you have any questions concerning either "G" or "O" requests please contact Julie Ryan (jryan@dscs.state.la.us) or Lisa Lusk (llusk@dscs.state.la.us) at 225-342-8083.

Sincerely,

Allen H. Reynolds

Director